Community and Government Leading Through Collaborations: Approving the Changes to the Bylaws
and Transition Plan
HIV Prevention Planning CouncilJanuary 12, 2012
OUTLINE OF PRESENTATION
1. Review the process used to develop revised model
2. Approve the changes to the bylaws3. Approve the transition plan
PART 1
Review the planning process
TIMELINE
You are here
WHAT ARE BYLAWS?
Bylaws: written rules of operation
Policies and Procedures:describe the processes that carry out the bylaws
Focus on today
Part of transition plan
PART 2
Motion to approve the Changes to the Bylaws
RECOMMENDED MODEL
HIV Prevention Advisory Council
(HPAC)Executive
Committee
Work Group
Work Group
Community Engagement Meetings
MOTION
The Jurisdictional Prevention Planning Work Group moves that the Council accepts the changes to Bylaws
Article I: Name & Mission
The name was updated to the HIV Prevention Advisory Council (HPAC)
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Article II: The Purpose of the HPAC
The purpose of the HPAC is to support broad-based community and stakeholder participation in HIV prevention planning, in order to prioritize populations and geographic areas heavily impacted by HIV, identify priority HIV prevention needs, ensure that resources are allocated appropriately, and identify gaps in the service delivery models.
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Article III: Membership
A. Composition and Number of Members:• No fewer than seventeen (17) and no more than twenty-three
(23) voting members, this includes the Governmental Co-chair and the six (6) appointed members (the following seats will be listed in the policies and procedures manual: Community Behavioral Health Services, Community Oriented Primary Care, Housing, HIV Health Services Planning Council, Jail Health Services and STD Prevention and Control).
There will be an additional two non-voting seats for San Mateo and Marin County.
Removal of ex officio members
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B. Application, Selection and Appointment of MembersThe protocol for submission, review of applications, selection and
appointment of members should be clearly delineated in the policies and procedures manual.
Parity, inclusion, and representation is based on the HIV epidemiologic profile of San Francisco, not the national profile, and this shall be reflected in the composition of the full Council.
Members are responsible for attending all full Council meetings, at least one (1) community engagement meeting, and participate in at least one (1) Working Group each year.
Removal of language that references committees.
Article III: Membership (cont.)Page 3: Lavender
Article IV: Officers
A. Co-ChairsCommunity Co-Chairs must be voting members that are not the
appointed members.
F.-J At-Large MembersThis is a new section outlining the roles and responsibilities of the At-
Large Members in the bylaws. It includes a provision that indicates if a Community Co-Chair cannot attend a Council meeting, an At-Large Member can step in to support the proceeding of the meeting.
Removal of language that references committees.
Page 4 & 5: Salmon
Article V: Meetings
D. Co-ChairsRemoval of Roberts Rules as the parliamentary procedure to run the meetings of the
Council. The new procedures will be identified in the policies and procedures manual.
Removal of language that references committees.
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Article VI-Committee and Working Groups
A. Standing CommitteeOne (1) standing committee: the Executive Committee
made up of the three Co-Chairs and the At-Large Members.
Replace the word Steering Committee with Executive Committee.
Removal of the Section on Committees.
Page 7 & 8: Lime
MOTION
The Jurisdictional Prevention Planning Work Group moves that the Council accepts the changes to Bylaws
Questions
(Public Comment on this item)
15 MINUTE BREAK
PART 3
Motion to approve transition plan
MOTION
The Jurisdictional Prevention Planning Working Group moves that the Council accepts the transition plan, with the transition of the composition and number of members to begin on July 1, 2012.
TRANSITION PLAN
Policies and Procedures
(P&P) Working
Group
MembershipWorking
Group
Form two (2) Working Groups
Review the grants and identify the characteristics of the stakeholders in the announcements.
Review the current membership to see if any members fit the criteria to fill the appointed seats.
Identify a criteria to fill the non-appointed seats for the Council.
Develop an application process, protocol for submission, review of applications and selection of Council members.
Develop a process which will allow current Council members to engage in the work of the Council at the work group level.
MEMBERSHIP WORKING GROUP
Update language to reflect changes in the bylawsClear process for applying and selecting non-appointed membersRoles and responsibilities of appointed membersUpdate of new responsibilities of At-large membersUpdate attendance policyMeeting procedures to replace Roberts Rules of OrderProcess for electing Community Co-chairs
P&P WORKING GROUP
TIMELINE
The Working groups meet from February through April
Working groups present their recommendations to the Council on May 10, 2012
The transition on the composition and number of members begins on July 1, 2012
MOTION
The Jurisdictional Prevention Planning Working Group moves that the Council accepts the transition plan, with the transition of the composition and number of members to begin on July 1, 2012.
Questions
(Public Comment on this item)
ACKNOWLEDGMENTS: Work Group and Steering Committee Members
• Grant Colfax • Michael Discepola • Charles Fann• Celia Maria Gomez • David Gonzalez• Isela Gonzalez• Jose Luis Guzman
• Weihaur Lau • Eileen Loughran• Derrick Mapp• Israel Nieves-
Rivera• Kyriell Noon• Frank Strona• Tee Tagor
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